Audio Visual Equipment and Installation Services

Audio-Visual Equipment and Installation Services Notice is hereby given that sealed bids will be received for University-Wide Audio-Visual Equipment and Installation Services as described below. Project Overview Who We Are The University at Buffalo (“University”) is a premier research-intensive public university and the largest and most comprehensive university center in the State University of New York (SUNY) system. A member of the Association of American Universities (AAU) since 1989, the University enrolls approximately 32,000 students and offers more than 500 degree programs at the baccalaureate, master’s, professional, and doctoral levels across its 12 decanal units. Guided by its Top 25 Ambition, the University seeks to expand its distinction and relevance among the world’s foremost research universities and enhance its prominence and impact as a recognized leader in responding to societal challenges. This vision is being realized by building excellence in research, education, and engagement, and in the physical environment that supports this broader academic enterprise. Scope of Services The University is issuing this Request for Proposals (RFP) for the procurement, installation, programming, inspection, and maintenance of audio-visual (AV) infrastructure across its North, South, and Downtown Campuses. For the purposes of this RFP, AV infrastructure shall refer to all equipment and components required to provide a consistent and highquality audiovisual experience in University spaces. This includes, but is not limited to: Projectors Flat panel displays Control systems Video matrix switching systems Input devices Cameras (including document cameras) Microphones and speakers Audio processors and amplifiers Touch panels Rack hardware and cabling Networked AV devices Teaching station/lectern furniture The objective is to support the University’s ongoing AV infrastructure expansion and to facilitate future AV-related projects that cannot be handled internally due to resource limitations. The awarded contract will ensure the AV infrastructure remains fully operational, scalable, and stable throughout its lifecycle. Future evaluations may identify critical issues requiring immediate action. In such cases, the University reserves the right to: - Use time and materials rates established in the contract to engage the awarded contractor, or - Procure necessary services or equipment under a separate contract. All work must adhere to current industry standards and best practices, completed to the full satisfaction of the University. Note: Estimated hours and quantities in Attachment A – Price Sheet are for evaluation only. The University does not guarantee any minimum amount of work under this contract. Designated Campus Contacts In accordance with New York State Finance Law Sections 139j and 139k (“Lobbying Law”), the restricted period for this procurement is now in effect. All communications must be handled through the designated contacts only: Purchasing Primary Contact Purchasing Secondary Contact David Markey Procurement Services, 224 Crofts Hall, University at Buffalo, Buffalo, NY 14260 +1 (555) 000-0000 contact@example.gov Dylan Lambert Procurement Services, 224 Crofts Hall, University at Buffalo, Buffalo, NY 14260, +1 (555) 000-0000, contact@example.gov Any violation may result in disqualification. Key Events RFP Opens: December 12th, 2025 Bidder Questions Due: December 23rd, 2025 4 PM EST Proposal Due: January 9th, 2026 4 PM EST Anticipated Award: Mid February 2026 Anticipated Contract Start: Early May 2026 UB reserves the right to modify this schedule at its discretion. Bidders will be notified of any changes. Acceptance of Bid Content The contents of the bid and the Bidder’s response shall become contractual obligations if a contract is awarded. Failure to accept these obligations may result in the rejection of the Bidder’s response. Questions & Answers Questions must be submitted via the Q&A board in the bid’s Tools section. Deadline: December 23rd, 2025 at 4:00 PM EST Only answers posted on the Q&A Board are official. Substantial clarifications will be posted as an addendum. SUNY will not be bound by oral responses or informal replies. Instructions for Bidders A. Prerequisites Complete all requirements in the Prerequisites tab, upload documents as specified, and acknowledge electronically. Acknowledge all standard SUNY contract clauses (Exhibits A, A-1, B), bid requirements, terms, and notary requirements. B. Buyer Attachments Upload completed forms in Supplier Attachments: - New York State Executive Order No. 177 Certification - Non-Collusive Bidding Certification - Procurement Lobbying Act Certification (139-J, 139-K) - State Finance Law 139-I Certification - Certification Under Executive Order No. 16 Prohibiting State Agencies and Authorities from Contracting with Businesses Conducting Business in Russia - Child Protection Policy Acknowledgement - UB W-9 Substitute Form (University-specific W-9 required) - ST-220-CA (notary required) - ST-220-TD (notary required, submit to Albany) Midder MUST Answer all questions in University at Buffalo’s Shopblue Sourcing. D. Pass/Fail Requirements Address Mandatory Pass/Fail Requirements in Group 1 of the Questions section. Each proposal shall be with the understanding that, at a minimum, the successful bidder will be required to provide the services identified, observing all applicable federal, state and local laws. Bidders must answer “Yes” to all. Any “No” response will result in disqualification. E. Bidder References, Technical & Functional Narrative Response For Group 2 of the Questions Section, complete sections 2.1-2.3 by providing narrative answers as instructed. These questions will be evaluated. F. Mandatory Requirements In Group 3 of the Questions section, complete the narrative questions as instructed. G. Price Sheet In Group 4 of the Questios section, complete and attach Attachment A - Price Sheet. All parts of the price sheet must be submitted. The Total Bid Price located in Attachment A - Price Sheet, cell B8 on the Summary tab should be entered into the Items Section of the RFP.